1/26/2011

Oracle Payables - Step by Step function…

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Oracle Payables - Step by Step functional in 11i - PART 1
Sunday, 14 February 2010 08:09 Anon

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In this article you will see step by step usage of Oracle Payables. This is particularly useful in end user training in 11i This article is divided into 4 parts, Part1, Part2, Part 3, Part4

Table of Contents
1 Document Control 1.1 Revision History and Approval 2 Accounts Payable 2.1 Overview 2.2 High Level Process flow diagram 3 Supplier Creation and maintenance 3.1 Creation of Supplier 3.2 Merging of supplier 4 Invoice Entry 4.1 Overview 4.2 Entering Standard Invoice 4.3 Entering PO default Invoices 4.4 Entering Debit and Credit Memo 4.4.1 Overview 4.4.2 Enter Credit Memo 4.4.3 Matching credit memo to invoice/PO 4.5 Entering prepayment invoices 4.5.1 Overview 4.5.2 Create Prepayment Invoice

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Definition SLA Part 2 Entities - Event Class - Event Types Oracle Payables - Step by Step functional in 11i - PART 4 Order to Cash - Technical Flow in R12 Steps for Closing Period in R12 Financials - Part 1 USE FIREFOX Steps for Closing Period in R12 Financials - Part 2 Global Consolidation R12 SLA Part 4 - Application Accounting Definitions SLA Part 5 - Subledger Accounting Methods SLA Part 6 - Overall SLA Diagram SLA Part 7 - Creating Journal Line Definition R12 - Create Banks and Bank Accounts in Oracle Apps R12 SLA Part 8 - Creating Application Accounting Definition - AAD SLA Part 9 - Create Subledger Accounting Method SLA Part 10 - Testing and explaination of SLA Config

Oracle Payables - Step by Step function…
5 Creation of Recurring Invoice 5.1 Overview 5.2 Setup Special Calendar 5.3 Define recurring invoice template 5.4 Generate recurring Invoice 5.5 Invoice validation 5.5.1 Canceling a Prepayment invoice 5.5.2 Paying a prepayment 5.5.3 Applying a Prepayment 5.5.4 Un-applying a Prepayment 6 Invoice Validation 6.1 Introduction 6.2 Online Validation 6.3 Submitting payable approval program 7 Holds 8 Payable accounting process 9 Payment 9.1 Overview 10 Manual Payment 10.1 Overview 10.2 Pay an Invoice manually 10.3 Printing a Payment 11 Batch Payment 11.1 Batch Payment Process

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This payment format contains one credit line and multiple credit lines. 11.2 Initiating Payment Batches 11.3 Selecting invoice / Verify Payment Register is correct 11.4 Modify Payment 11.4.1 Adding an invoice to a payment batch 11.4.2 Removing an Invoice from Payment Batch 11.4.3 Removing all Invoices for a Particular supplier site from a payment batch 11.4.4 Changing payment or discount amounts for a selected invoice 11.5 Formatting Payments 11.6 Confirm Payment Batch 11.7 Payment Batch sets 12 Stop Payments 12.1 Stopping a Payment 12.2 Releasing a Stop Payment 12.3 Voiding a Payment

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Oracle Payables - Step by Step function…
13 Payables Transfer to General Ledger 14 Open and Close Period 14.1 Period control status 14.2 Open a Period 14.3 Close Period

End user Manual for Account Payable

1 Accounts Payable
1.1 Overview
Accounts Payable designed is designed for • Supplier creation and maintenance • Recording invoices from suppliers • Payment to vendors • Creation of banks • Transfer of accounting information to GL Oracle Payables is one of the sub-ledgers of General Ledger and provides a means to gather information pertinent to the Payables and tracks the status of payments to the suppliers

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go straight to the Sites region and set all organization-specific parameters at the Site level. 1.1/26/2011 Oracle Payables .com/…/440-oracle-payable… 4/31 . the Supplier header record is shared acrossorganizations and you should therefore take the following precautions: Always use Find first before adding a new supplier as it may have already been created by another organization.1 Creation of Supplier In a multi-org environment.2 High Level Process flow diagram Purchasing Accounting of Invoices Pay invoices Reconcile Payments General Ledger Enter invoices Enter supplier Matching JE JE Purchase Orders Receipts 2 Supplier Creation and maintenance 2.Step by Step function… 1. To enter a new supplier provide supplier name and provide all the information under various tabs apps2fusion. Navigate to Supplier’s ► Entry 1.If the supplier already exists.

com/…/440-oracle-payable… 5/31 .1/26/2011 Oracle Payables . Select the Sites button.Payment. use the PgUp / PgDn buttons to find the required site. Procurement Card or RFQ only. The apps2fusion. Provide the following information against various tabs 1. To update a site.Step by Step function… 3. Purchasing. Fill in the following fields Name of the field Content Site Name Address Site Uses Enter a Name for the site Enter the Address and other details of the site Define what this site is used for .

specify them in the appropriate fields 1. However the values are defaulted from the financial option Name of the field Liability Prepayment Content Modify the entity value if necessary Modify the entity value if necessary apps2fusion.Step by Step function… supplier must have a Pay Site to enter invoices. 1. and a Purchasing Site to enter Pos Region communications If you have the site phone numbers. Select the Contacts region End user Manual for Account Payable Optionally add information on site contacts as required. Fill in the following fields.com/…/440-oracle-payable… 6/31 . Select the accounting region 2.1/26/2011 Oracle Payables .

Select the bank account region Use this region to record the supplier bank accounts that your suppliers and supplier sites use for electronic payment transactions. Before filling in this region it is necessary to have created the account in the AP Bank Account form.com/…/440-oracle-payable… 7/31 .Step by Step function… Future dated Payment Modify the entity value if necessary 3. Page 4 of 4 apps2fusion. Information you enter in this region of the Supplier and Supplier Sites windows will appear in the supplier assignments region of the Bank Account window.1/26/2011 Oracle Payables . Select the payment region 4.

Merging suppliers is an irreversible action. Click on save. Name of the field Invoices Content Choose which all the invoices you want to merge apps2fusion. The supplier is created 1.Step by Step function… End user Manual for Account Payable 1.1 Merging of supplier Any supplier who are duplicate or not required to be maintained or requires merging with any other supplier can be done using merge function available in Oracle. Select the Purchasing region All the options are derived from the system defaults defined in the purchasing and AP setups 3.com/…/440-oracle-payable… 8/31 .1/26/2011 Oracle Payables . Select the invoice tax region 2. Merger once done can not be reversed.

PO Default.Step by Step function… Paid Unpaid None Name and site Name and site Merger Provide the name of the supplier and site requires transfer Provide the name of the supplier and site to which the merge needs to be done Run the merge to execute the merge program 2 Invoice Entry 2.com/…/440-oracle-payable… 9/31 . Navigate to Invoices ► Entry ► Invoices The following window will open: apps2fusion. Credit Memo. This is required even for advance payment. An advance payment you make to a supplier or employee Expense Report.1 Entering Standard Invoice These invoices are entered in payables not matched against purchase orders. A negative amount invoice you send to notify a supplier of a credit you recorded for goods or services purchased. In batches the value such as payment terms. A trade invoice you receive from a supplier. Payable gives the option to enter invoices in single or in batches. currency. A negative amount invoice you receive from a supplier representing a credit for goods or services purchased.1/26/2011 Oracle Payables . The following are various type of invoices used to record transactions Standard. Prepayment. A trade invoice you want to automatically match to a specified purchase order and then manually match to the individual shipments on the purchase order.1 Overview Every transaction that needs to be paid would be recorded as invoice. GL date can be given that will default to individual invoices to make data entry faster. petty payment etc. An invoice you enter to record business-related employee expenses Page 4 of 4 End user Manual for Account Payable 1. 1. Debit Memo.

AP will print the address for this site on the payment. Enter the full Invoice Amount including tax Enter the Description of your invoice.com/…/440-oracle-payable… 10/31 . Enter or review the defaults for these fields by Clicking on Payments 4. Enter the Invoice Date or accept the Payables default (today's date) bychoosing If you enter a date in a future period. Create a Line 2. Payment Terms. and Terms Date. AP automatically schedules payment of the invoice using the Invoice Amount.Step by Step function… 1.1/26/2011 Oracle Payables . Fill in the following field apps2fusion. Fill in the following fields Name of the filed Voucher Type Automatically defined by Oracle Choose Standard Content Supplier or SupplierEnter the Supplier or Supplier Number Number Site Enter the Supplier Site to which you will send payment of the invoice. Entering Distribution Manually 1. Enter the GL Date Invoice Date Invoice Number Invoice Amount Description G L Date Withholding tax group Not applicable 1. AP will put the invoice on Future Period hold during Approval Enter the Invoice Number from the invoice your supplier sent you or accept the Payables default (today's date) by choosing [Tab]. This will appear on your paymentdocument and may appear in your general ledger. Enter distributions manually or automatically by entering a Distribution Set. AP will not allow you to enter duplicate invoice numbers for the same supplier.

but do not manually enter the distributions. Choose the Match button. Select the appropriate withholding tax group in the tax field 3. 2. A form appears: enter the PO Number. and Currency. Enter a separate line to show freight separately 2. Choose Miscellaneous for other expenses on an invoice that are not tax.com/…/440-oracle-payable… 11/31 . Supplier Number. Enter the line amount (Tax not included) Enter the GL Account Not applicable to Tooran This check box will be enabled if the distribution line needs to be transferred to fixed assets The distribution GL Date defaults from the invoice GL Date you entered. The following window will open: apps2fusion.Step by Step function… Name of the filed Type Content Choose a Distribution Type Choose Item for goods or services you ordered. Enter all basic invoice information (see: Entering Basic Invoices). Attach 3. Click on (save) 1. Site. This can be overridden Amount Account Tax code Track as an asset GL Date 1.1/26/2011 Oracle Payables . Page 4 of 4 End user Manual for Account Payable 1. Enter the PO Default type. then AP automatically defaults the Supplier.2 Entering PO default Invoices These are invoices matched against purchase orders raised from oracle purchasing 1.

Review the invoice distributions AP created by choosing the Distribution button from either the Invoices Summary or Invoices detail window. 1. apps2fusion. 1. For each purchase order distribution you want to match to.Step by Step function… 1. Optionally change the invoice payment term. you can match to purchase orderdistributions by choosing the Distribute button. Choose Match to save your match Page 3 of 3 End user Manual for Account Payable 1. select the purchase order distributions and enter either the Quantity Invoiced or Match Amount. It can be changed.com/…/440-oracle-payable… 12/31 .1/26/2011 Oracle Payables . If you want further details to match. Payables automatically calculates the remaining field (Quantity Invoiced x Unit Price = Match Amount). The order number is already specified. For each shipment you want to match. select the shipment by clicking the Match check box and enter the invoiced quantity. When you enter one field.

1 Entering Debit and Credit Memo 1. 1. Attention: Check Final Match only if you are certain this is a final match against therelated purchase order and you want Approval to permanently close the purchase order. When you approve a final-matched invoice.1/26/2011 Oracle Payables . Credit/debit memos are netted with basic invoices at payment time.The difference between credit and debit memos is: • Credit Memo . Approval permanently closes the matched purchase order. you can check Final Match in the Match to PO or Match to Invoice Distribution window to have AP permanently close the purchase order during invoice Approval.1 Overview In oracle Credit and debit memos are used when you receive credit for items you returned to a supplier. You cannot reopen a permanently-closed purchase order or perform any further matching to the purchase order.Step by Step function… The following window with matched distribution line(s) will open: Final matching a Purchase order When you are entering a purchase order matched invoice or a credit/debit memo.Negative amount invoice created by a supplier and sent to youto notify you of a credit.com/…/440-oracle-payable… 13/31 .Negative amount invoice created by you and sent to a supplierto notify the supplier of a credit apps2fusion. • Debit Memo .1.

2 Enter Credit Memo In the Invoices Summary form enter the Credit Memo Invoice Type. You can match a credit invoice to theoriginal distribution for that department to ensure that the credit matches thecharge.1/26/2011 Oracle Payables . Enter a negative invoice amount and all basic invoice information but do not manually enter the distributions apps2fusion. Payable automatically creates invoice distributions for the credit memo based on the distributions ofthe original invoice.Step by Step function… you are recording.1 Matching credit memo to invoice/PO 1.1. Follow the steps below 1.1.com/…/440-oracle-payable… 14/31 .1 MATCHING OPTIONS WHEN THE ORIGINAL INVOICE IS NOT PURCHASE ORDER MATCHED In this case you can choose one of the following: • Match to an invoice: Payables prorate your credit amount based on theinvoice distribution amounts of the original invoice. For example. Click on save Page 3 of 3 End user Manual for Account Payable 1. Enter a Credit Memo type invoice. 2.1.1. Payables automaticallycreate invoice distributions for the credit memo based on the original invoicedistribution that you select. • Match to specific invoice distributions: You can allocate the credit amount to specific invoice distributions of the original invoice. 1. Enter anegative invoice amount and all basic invoice information as in standard Invoices. Enter the distribution automatically in one of the following ways: • Manually • Or by matching to the original invoice you entered 1. you may order three chairs for threedifferent departments and return one. 1.

Create invoice distributions by matching to one or more invoices. If you want to match in further detail. At the pop-up list to the right of the Match button. and then choose the Match button. Optionally choose the Invoice Overview button to review more information about an invoice. query by purchase order number to see all invoices matched to that purchase order.Step by Step function… 3. AP navigates to the Match to Invoice window.1/26/2011 Oracle Payables . In the Find Invoices to match window. query the invoices you want to match and choose Find. Then choose the apps2fusion. 1. 3. 1.com/…/440-oracle-payable… 15/31 . If you are matching to a non-purchase order matched (basic) invoice. select the invoice and enter a Credit Amount. 2. If the credit memo pertains to an invoice matched to a certain purchase order. continue the match at the invoice distribution level: Match check box of the invoice you want to match and enter the CreditAmount. choose Invoice.

choose Purchase Order or Receipt. and then choose the Match button. In the Find screen.1. 2. enter the search criteria to find the purchase order 1. • Match to purchase order receipts: Payables prorates. 1. Choose the Match button to create invoice distributions for the credit memo based on the matches you made.Step by Step function… Distribute button.1. select the distribution and enter a Credit Amount. 3.1/26/2011 Oracle Payables . based on the quantity billed. Click on the Find button: apps2fusion. For each invoice distribution you want to match to. choose the Distributions button from the Invoices Summary. To review the new invoice distributions. Follow the steps below to create a credit memo to match against PO 1.2 MATCHING OPTIONS WHEN THE ORIGINAL INVOICE IS PURCHASE ORDER MATCHED In this case you can choose one of the following: • Match to specific invoice distributions: You can allocate the credit amount to specific invoice distributions of the original invoice. 1.com/…/440-oracle-payable… 16/31 . Enter a Credit Memo type invoice. 1. At the pop-up list to the right of the Match button. 1. Payables automatically create invoice distributions for the credit memo based on the purchase order distributions associated with the purchase order receipt you match to. Payables automatically create invoice distributions for the credit memo based on the original invoice distributions that you select. your credit amount across all purchase order distributions associated with the purchase order receipt to which you match the credit memo. 1. Enter a negative invoice amount and all basic invoice information but do not manually enter the distributions.

com/…/440-oracle-payable… 17/31 . Validate the related Invoices when entering Credit Memos Search for the credit memo In the Invoices Summary choose the Actions button. select the line by checking the Match checkbox and enter either a Quantity Invoiced or Match Amount. apps2fusion. AP automatically calculates the remaining field (Quantity Invoiced x Unit Price = Match Amount). and choose OK to have Payables automatically initiate Approval forany invoices associated with a credit memo. You can optionally change the Unit Price.1/26/2011 Oracle Payables . For each line you want to match to.Step by Step function… Page 5 of 5 End user Manual for Account Payable 1. 1. which defaults from the purchase order. Check Approve RelatedInvoices.

1/26/2011 Oracle Payables .Step by Step function… 1. Cllick on the button Invoices 2.1 Entering prepayment invoices 1. Create a prepayment in much the same way as you create a regular invoice. Enter all the other field as you do for a standard invoice.2 Create Prepayment Invoice 1. expect for the following special field apps2fusion. 1.1.1 Overview A prepayment is a type of invoice you enter to pay an advance payment to a supplier or an employee. Review the Prepayment Status report to review unapplied payments or unpaid or partially paid invoices for suppliers/employees. Select the prepayment as invoice type 3. Choose the following path: Invoices ► Entry ► Invoice Batches.1.com/…/440-oracle-payable… 18/31 .

com/…/440-oracle-payable… 19/31 .Oracle Payables debits the Prepayment Accounting Flex-field from the suppliersite. You can only apply a prepayment to an invoice inthe same currency as the invoice. If you are using multiple currencies. If you enter a tax name on a prepayment. you can enter a prepayment in anycurrency you have defined. 1. Accept the Default or change. Payables allows you to apply the prepayment only to the invoices matched to the associated purchase order. Click on Distribution. AP creates a prepayment distribution line automatically when you enter a prepayment. Settlement Date You can establish a Purchase Order association for your prepayment when you enter the prepayment. Specify the Prepayment Type as Temporary if you want to apply the prepayment to an invoice or the advance to an employee expense report. Payables use the Settlement Date to prevent you from applying a temporary prepayment to an invoice until on or after the Settlement Date of the prepayment. Payables also creates a tax distribution line End user Manual for Account Payable apps2fusion.1/26/2011 Oracle Payables . If you associate a prepayment with a purchase order. You specify the Prepayment Type as permanent if you do not want to apply the prepayment to an invoice. but you should fill the Amount field.Step by Step function… Name of the field Prepayment Type Content Select Temporary or Permanent as the Prepayment Type.

Office cleaning. Choose the following path Setup ► Calendar ► Special Calendar The following screen will display apps2fusion.2 Setup Special Calendar For recurring payments made of a fixed amount at regular intervals.Step by Step function… 1.1 Overview These are invoices predefined and run for recurring expenses such as Telephone expenses. click on the action button to validate the prepayment. Electricity and water payments. After completing the invoice form.1/26/2011 Oracle Payables . A full distribution set would also need to be defined for the relevant expense account in the Distribution Sets window 1. the AP Administrator would define a Special Calendar of the type Recurring Invoice in the Special Calendar window. 1 Creation of Recurring Invoice 1. Creation of recurring invoice process describes below 1.com/…/440-oracle-payable… 20/31 .

and January 1996 should be sequenced 1. Q4. 3 5 Description Period Optional Required 6 7 Year Sequence Required Required 8 9 10 Start Date End Date System Name Required Required Required. E. Q3. Fill in the following field Sl 1 1 2 Field Type of Calendar Calendar Name Periods per year Type Required Required Required Description Click on Recurring Invoice Enter any logical name for the recurring calendar Enter the number of periods in this calendar. to use it or payments recurring monthly.g. May . For example.com/…/440-oracle-payable… 21/31 . enter 4. Defaults 1. The sequence numbers of a period should represent the sequence of the period in a regular calendar. Feb. Enter the Start Date for this period Enter the End Date for this period The System Name will automatically default by taking the combination of Period name and the last two digits of a year.g. enter 12. Jan. Mar. Fill the following fields apps2fusion. Enter in the Year field the calendar year in which a period occurs Enter numbers in the Sequence fields to indicate the order in which the periods occur.Step by Step function… 1. Q2.December 1995 should be sequenced 5-12. For e. to use it for payments recurring quarterly.1/26/2011 Oracle Payables . Enter any logical description for this calendar Enter a period name. or Q1..3 Define recurring invoice template 1. etc. Choose the following path: Invoice ► Entry ► Recurring Invoice The following screen will display 2. Save the Recurring calendar 1.

1/26/2011 Sl No 1 Oracle Payables . Select the appropriate special calendar. identifiable by the prefixes) The Pay Group will default from the supplier site setup. and create the invoice in period where system period and special calendar period are not the same (in sense of the period in which the system date falls). Only a full type distribution set is allowed for recurring invoices. LOV Required 7 8 First Next Required Display Only 9 Remaining Display Only 10 Number Required 11 12 Description Currency Optional Required. The remaining periods for which the invoices remain to be created will default. the system date on which you create the invoice defaults. it will default to every invoice you create from this template and will be the date the liability will take effect in GL. Once the invoices are generated. Defaults Required. this with a suffix of the period name will be assigned to the invoice created as the invoice number. the beginning date of the recurring invoice's period defaults. and create the invoice in period where system period and special calendar period are the same. Accept the default. 2 3 Supplier Number Supplier Site Required. LOV 4 5 6 Supplier Pay Group Required. Enter any logical description for this invoice The functional currency defaults. This defaults from the supplier site setup.com/…/440-oracle-payable… 22/31 . unless the supplier site invoice currency is different. Defaults Required.Step by Step function… Field Supplier Name Type Required. 2) If you leave it blank. Defaults Optional 17 Distribution Set Required. Accept default. Enter any identifiable number. Accept the default. Defaults 13 14 Liability Account GL Date Required. LOV 3. Generally you will follow the second case. Enter the number of periods for which you want to pay this vendor. Choose a distribution set for the accounts to be debited. You will get a message if the numbers of periods you enter are more than the periods defined for the calendar you have chosen. Defaults Calendar Name Periods Required. 3) If you leave it blank. Accept default or change if required. Accept default. Defaults This defaults from the supplier site Setup. The next period name will default depending upon the first period name entered. Click on the Amount tab Page 6 of 6 End user Manual for Account Payable apps2fusion. this will be updated to the next period for which the invoice should be created. Enter the first period name for which you want to pay this vendor. This defaults from the supplier site Setup. LOV Description Enter the Supplier name for which you want to create the recurring invoice. The Supplier Number will default Enter the Supplier Site for which you want to create the recurring invoice. 15 16 Payment Method Payment Terms Required. (Choose the site relevant to the entity. GL Date for the liability will be assigned in any of these ways: 1) If you enter a GL Date.

if required. The control total defaults at first by multiplying the first amount with the number of periods. The Amount remaining will default depending upon the amount paid against this invoice template periodically.Step by Step function… 1. RecurringDisplay Only 4 Defaults 5 Released Total Defaults 6 Amounts Remaining Defaults 1. The number of recurring invoices shall default from the periods entered in the main form. if any. The next amount shall default from the first amount.com/…/440-oracle-payable… 23/31 . Choose the following path: Invoice ► Entry ► Recurring Invoice In this screen. The following form will open up: apps2fusion. which would then be submitted to the accounts department. Against it. generate the recurring invoice at periodic intervals defined in the recurring invoice calendar. you change the control total. query.1 Generate recurring Invoice Vendor submits bills for the recurring expense incurred. If no bill has to be submitted. If at any point after generating an invoice. in the Recurring Invoices window. the system pro-rates the differential amount across the remaining number of periods for which the invoices are yet to be created (the change is seen in the next amount field) The release amount will default depending upon the amount paid against this invoice template periodically. Enter the following field Sl No 1 2 3 Field First Amount Next Amount No of Invoices Control Total Type Required Display Only Description Enter the amount to be paid periodically. Designated authority would approve on the bill (the physical hard copy). Once it is found. on any criterion you know. you would generate in Payables. the recurring invoice template from which you want to create an invoice. click on the button Generate Recurring Invoices on the Recurring Invoice Template.1/26/2011 Oracle Payables . 1.

2. LOV Rate Conditionally Required For foreign currency invoices.2 Paying a prepayment You must fully pay a prepayment before you can apply the prepayment to an invoice.2 Invoice validation For more details please refer Prepayment 1. When you pay the prepayment the status is updated to Available.com/…/440-oracle-payable… 24/31 . Click on OK 1. 5 3.1 Canceling a Prepayment invoice If the prepayment status is Unapproved or Unpaid. Fields have the following impact in recurring invoice Sl No 1 Field Type Description This is the number suffixed with the special calendar period name and will be the number given to the invoice. it defaults as the first date of the special calendar period for which you are creating the recurring invoice. the status isupdated to Cancelled and Payables automatically reduces the prepayment amount to zero. and you can change it if required. After reviewing the displayed information click OK 1. If you choose to cancel a prepayment in Unapproved or Unpaid status.Step by Step function… 1. choose User type Type Required. 1. 1. The prepayment is now available to be applied to invoice(s). you can cancel the prepayment. Invoice Number Display Only 2 GL Date Required. Defaults 3 4 Amount Display Only Exchange Rate –Conditionally For foreign currency invoices.2. Click on the actions button to pay the prepayment 2. You cannot apply a cancelled prepayment to an invoice or expense report.3 Applying a Prepayment apps2fusion. enter the exchange rate. Check the pay in full box 3.2.1/26/2011 Oracle Payables . This is the date on which the account debited will take effect in GL. Once the prepayment has been paid you can re-query the Invoices form to see the updatedAmount Paid field and the updated Status field. This defaults from the amount assigned to the period.

Check Apply/ Unapply Prepayments. approve the invoice(s) and/or select the completed approved invoice(s).Step by Step function… 1. 2.1/26/2011 Oracle Payables . Click on Invoice button As you enter an invoice for a supplier with outstanding prepayments. AP notifies you of the existence of any prepayments with the message: “Prepayments exist for thissupplier”. Complete the entry of the invoice to which the prepayment(s) will be applied. apps2fusion. AP lets you know if the prepayment is available to apply for an invoice or if an advance is available to apply to an employee expense report. 3. 2. 1.com/…/440-oracle-payable… 25/31 . Choose the following path Invoices ► Entry ► Invoice Batches. Apply the prepayment by entering or selecting one or more invoices that you want to apply the prepayment to. Click on Actions 1. Click on OK. 2.

and printprepayments as well as unapply existing prepayments On the form. approve. 1. Page 6 of 6 End user Manual for Account Payable 1 Invoice Validation apps2fusion. AP creates prepayment reversal lines on the prepayment as you apply it.1/26/2011 Oracle Payables . and its Status is Fully Applied.4 Un-applying a Prepayment Un-apply prepayments on the Apply/Un-apply Prepayments form by checking the checkbox next to any Existing Prepayments that you wish to UN-apply and commit the transaction.Step by Step function… The Apply/ Unapply Prepayments form allows you to apply. its amount is $0. As you apply a prepayment.2. Once you fully apply a prepayment. AP reduces the amount of theprepayment by the amount applied. check the prepayment line(s) to be applied and enter the amount you wish to apply.com/…/440-oracle-payable… 26/31 .

• Click on Action button • Select approve If you are approving a credit or debit memo. period status.1 Introduction Every invoice entered as above needs to be validated for account creation and for making payment. hold down the Ctrl key and mouse click on each line. select Approve Related Invoices to submit online Approval for invoices associated with the credit or debit memo. . exchange rate.1/26/2011 Oracle Payables . note that the number shown on the Actions button represents the number of lines chosen.2 Online Validation • Navigate to Invoices Entry ► Invoice Batches ► Invoices In the Invoices window. tax. find the invoice(s) for which you want to submit Approval. The validation validates the matching. and distribution information for invoices you enter and automatically applies holds to exceptioninvoices Validation is done in one of the following ways • Online by using the validation button in the Invoice action button • Batch by submitting the Payables Approval program from the Submit Requests window. • Choose OK apps2fusion. To select individual invoices. 1.com/…/440-oracle-payable… 27/31 .Step by Step function… 1.

B) Manual Holds.com/…/440-oracle-payable… 28/31 . You can check the Approval status of an invoice online in theInvoices window. You can hold payment on part of an invoice by placing one or more of the scheduled payments on hold in the Scheduled Payments window of the Invoice Workbench.3 Submitting payable approval program The validation under this method can be done for batch of invoices.These holds can be released manually. Hold Unvalidated Invoices. You cannot release the following holds: The examples of some of the holds are as below. or Hold Unmatched Invoices options. Choose program Payable approval and submit 2 Holds Holds are restriction placed on invoices so that these invoices can not be accounted and prevented from payment Holds are of two types • Manual holds • System holds A) Manual Holds There are three types of holds you can use to prevent payment of an invoice. You also have the option of specifying an Invoice Amount Limit for a supplier site. Scheduled Payment Hold. 1. These holds are created by system during invoice validation when ever an exception is encountered by the system. These can be released only when the exception is corrected. apps2fusion.1/26/2011 Oracle Payables .Step by Step function… AP displays messages about the number of holds applied and released during this cycle of Approval. You can identify all invoices that Payables has not yet reviewed with Approval by submitting the Invoice Register for Unapproved Invoices Only. Supplier Hold. or the Invoices Batches window Navigate to Request ►other ►Run. The hold can not be applied if the invoices are already selected for payment .You must fix the problem that caused Invoice Validation to place the hold on the invoice then resubmit Invoice Validation to release the holds. In the Supplier Sites window. You can manually apply one or more Invoice Hold Names ("holds") to an invoice using the Invoice Holds window of the Invoice Workbench. you can enable the Hold All Payments. The following are the type of the manual holds Invoice Hold.

Create accounting entries for all eligible unaccounted invoice and payment events • Yes • No • Yes • No • Yes • No Document class Submit transfer to GL Submit journal import Validate accounts apps2fusion. Invoice Validation created an invalid Exchange Rate Variance account for an invoice distribution. Includes the following accounting events: • payment entry • (future dated) payment maturity • payment adjustment • payment cancellation • payment clearing • payment unclearing All. but Invoice Validation placed one or more holds on invoice during validation. Invoice amount does not equal the sum of the invoice distribution amounts. Payables only apply this hold if you enable Automatic Offsets. • ERV Acct Invalid.1/26/2011 Oracle Payables . Invoice has one or more distributions final matched to a purchase order. Invoice distribution has an invalid account. Provide the following parameters and submit Name of the field From date to date Content Provide the accounting event dates for which you want to transfer accounting entries These dates are not required to run the accounting process. Foreign currency invoice does not have an exchange rate assigned to it. No Rate. • Final Matching. Choose the program Payable accounting process 3. Invoices Includes the following accounting events: • invoice entry • invoice adjustment • invoice cancellation • prepayment application • prepayment unapplication Payments. • Can't Try PO Close.Step by Step function… Dist Variance. This hold is used by Payables only if you use encumbrance accounting and the absolute or advisory method of budgetary control. • Dist Acct Invalid. Invoice is final matched to purchase order. or the invoice distribution account does not equal the purchase order distribution account. then the program will account for all of your unaccounted transactions. Budget does not exist for the invoice accounting period. An invalid account prevents you from creating accounting entries for an invoice or payment.com/…/440-oracle-payable… 29/31 . If you do not specify dates. • No AWT Period. Create the period in the special calendar and resubmit Invoice Validation. Can't Funds Check. 3 Payable accounting process The accounting process enables to view the new accounting entries in the payables . Navigate to Other ► Request ► Run 2. This can be created in two ways • By choosing the create accounting process button in invoice and payment window • By running a program Perform the following steps to run the program 1. Invoice Validation did not find the period in the withholding tax special calendar.

March 01. A small request..Step by Step functional in 11i" and Oracle GL" .Step by Step function… Summarize report Run accounting report • • • • Yes No Yes. August 21.1/26/2011 Oracle Payables . It looks great! I hope I can learn AP from you and don't have to go to another website. September 15. Votes: +0 vote up vote down report abuse A Big Thank YOu !!! w ritten by Somenaath . Do you have "Oracle Receivalbes .. 2010 thanks for the article. if possible can you also share the content in PDF format for I am not able to view the images from my computer because of security issues. 2010 Hi: I found this while I was shuffing for some thing like this in AR. This will be of huge help if you can oblidge!!! Thanks once again! Votes: +1 vote up vote down report abuse Write comment Name Email Title Comment apps2fusion.1 Overview Hits: 9100 Email This Bookmark Set as favorite Comments (3) Subscribe to this comment's feed AR step by step w ritten by Amy .com/…/440-oracle-payable… 30/31 . 2010 A Big Thank YOu to both Anil and Renu for their great effort!!! No word is big enough to convey the good work that you guys are doing. No. 4 Payment 4.Step by Step functional in 11i"? If you don't can you provide those for us? Great Job!!! Votes: +0 vote up vote down report abuse hii w ritten by pushpal ..

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